Demandes de preuve d’assurance – Demandes de subventions et de recherche

Au fur et à mesure que l’Université Laurentienne élargit ses activités de recherche et d’enseignement, elle doit démontrer une gestion adéquate des risques aux partenaires externes et aux organismes de financement. Une exigence courante pour les demandes de subvention et de recherche est de fournir une preuve d’assurance, exigeant souvent que l’organisme de financement soit mentionné comme « assuré supplémentaire » sur la police d’assurance de l’Université.

Il s’agit d’une étape cruciale dans une approche proactive de gestion des risques, car elle garantit une protection adéquate de toutes les parties et une définition claire des responsabilités. Pour simplifier ce processus et éviter les retards, il est important de fournir à notre bureau les informations correctes dès le départ.

Ce document décrit les informations essentielles nécessaires au traitement d’une demande de preuve d’assurance et explique pourquoi chaque information est nécessaire.

Informations essentielles requises pour la preuve d’assurance

Afin de fournir efficacement un document de preuve d’assurance qui répond aux exigences d’une demande de subvention ou de recherche, veuillez fournir à notre bureau les détails ci-dessous de manière claire et complète :

1. Full Legal Name of the Entity to be Added as an Additional Insured
   • What we need: The exact, official legal name of the organization or agency requiring this coverage. This is often different from a common name or acronym. For example, "The National Research Council of Canada" instead of "NRC."
   • Why it's needed: The insurance certificate is a legal document, and it must precisely match the legal name of the entity being added to the policy. Any discrepancy could render the certificate invalid and cause delays in your application process.
2. Mailing Address of the Entity
   • What we need: The full and accurate mailing address of the organization, including the street, city, province/state, and postal code.
   • Why it's needed: This ensures that the certificate of insurance is sent to the correct location and that our records are complete.
3. Specific Project or Grant Name/Number
   • What we need: The official name or unique identifying number of the grant or research project.
   • Why it's needed: This information is crucial for accurately documenting the purpose of the insurance. Our policies often cover specific activities, and linking the coverage to a named project provides clarity and reduces the chance of a claim being denied later.
4. Nature of the Activities Covered by the Grant or being completed in Research
   • What we need: A high-level description of the activities involved in the project. For example, "conducting field research in environmental science," "laboratory work with specialized equipment," or "organizing an international conference."
   • Why it's needed: This helps our office determine if the university's existing insurance policies—such as general liability, property, or professional liability—are adequate for the scope of the project. If the activities involve unusual risks, we may need to procure additional coverage or have a conversation with the insurance provider. It is the responsibility of each department manager to advise the Director, Enterprise Risk & Insurance of changes in programs, activities, or assets which may affect insurance coverage in place or require the procurement of additional coverage.
5. Minimum Insurance Requirements (as specified in the application)
   • What we need: A copy of the section from the grant or research application that outlines the specific insurance requirements. This typically includes a minimum amount of coverage (e.g., "$5,000,000 Commercial General Liability") and any special endorsements.
   • Why it's needed: This is the most critical piece of information. The university has a fulsome risk financing program with the primary vehicle being insurance through CURIE and Marsh. However, to issue a certificate that satisfies the funding agency, we must know exactly what their requirements are. This ensures our response is compliant from the beginning and prevents multiple back-and-forth exchanges.
6. Contact Person for the Grant Application (Optional but Recommended)
   • What we need: The name, email, and phone number of the person at the funding agency who is managing the application.
   • Why it's needed: While optional, providing this contact information can expedite the process if our office needs to clarify any details with the agency.

Une fois toutes les informations nécessaires rassemblées, veuillez les soumettre au Bureau des risques d’entreprise et des assurances. L’acquisition de toutes les couvertures et de tous les produits d’assurance doit être organisée ou approuvée par ce bureau.

Notre bureau examinera votre demande, confirmera que la couverture nécessaire est en place et délivrera le certificat d’assurance. En fournissant ces informations dès le départ, vous contribuez à notre approche proactive de gestion des risques d’entreprise (GRE), garantissant ainsi que nos partenariats reposent sur une base solide de gestion des risques et de responsabilisation.

Envoyez-nous un courriel à risk@laurentienne.ca